001to call this meeting to order and we'll start with the pledge of allegiance and i've asked megan penrod to lead us in the pledge i pledge allegiance to the flag of the united states of america and to the republic for which it stands one nation under god indivisible with liberty and justice for all thank you all for being here i'd like to excuse excuse me excuse margaret gabby board member today she had a child graduating from high school and she felt like she need i mean a grandchild graduating from high school i think her kids are older than that but she didn't want to miss that so we excuse her for that i think uh miss barrymore jennifer brimhall is probably on her way she should be here soon first item on the agenda return
002over to you dr wright is donations to blue ridge school district yes sir uh the pine top senior citizens uh senior rather has donated 149 dollars big lots donated 500. robin mcdowell on behalf the event red donated a hundred dollars in the equipment and volleyball equipment cory baskin 95 town park meadows and stacy morris that donated 200 in supplies and there were a couple of significant donations that were on item 3.1 and 3.2 if the void board would consider any objections to adding 3.1 3.2 in to this okay respectively that would be the blue ridge sports clubs foundation donated three thousand dollars for uniforms for the eighth grade football team and then through the efforts of mr pico uh walmart has provided a community grant of two thousand dollars to be used for school purposes
003great any uh comments or thank yous make sure we get our thank you letters out to all those uh appropriate since it's item 3.1 3.2 we need to vote so can we have a motion to vote on items 3.1 3.2 as they're indicated and the donations that we received have a motion a motion from chuck a second from diane all in favor that'd be unanimous to hear who's here okay item uh number two the consent agenda a board after reviewing the consent agenda is there any item in the consent agenda that you would like to pull out and vote on separately or shall we just let it ride the way it is fine how about you dinah all right we have a motion to accept the consent agenda emotion from chuck uh second diane all
004in favor that's unanimous also okay we have already covered item 3.1 and 3.2 so that moves to item 3.3 a recommendation to approve the sole service sole source provider for friends of navajo county anti-drug coalition for the junior leadership academy dr wright you want to explain that for us yes sir this is a youth an opportunity for our youth the leadership academy is a long-standing arrangement the blurred schools have had with navajo county and this is a program cost it's a sole source provider because they're the only ones that provide it and for procurement we have to get the board's uh blessing this is an annual requirement and the cost is twelve thousand yes sir any questions on that if not we have a motion to accept item 3.3 i have a motion and a
005second all in favor and being honest thank you okay item 3.4 recommendation to approve the social sole source provider for advancement via individual determination avid dr wright you want to explain what avid is to us yes sir this is a program that was brought to us by jessie reek and it is developed to help provide opportunities for children and youth that are are struggling and might need a little help provides role models and provides programs to help guide and direct efforts at the i believe it begins at sixth grade and goes through the high school and so this is they're the only people that do this program it's going to be implemented it's already started to be implemented last year and so this is the uh in order to move forward with the board we
006have to have your approval as a sole source provider is there a cost for this and that's my first question the second question is it community supported i mean are the mentors coming from the community or are they from the school staff there i believe mr pico's on the phone isn't he not mary i know the cost of the program i thought we had recorded but i know this is coming through a title through our title funds lauren has some further instruments let lauren handle it as far as the mentorship it's also based on students so there'll be student mentors involved in it as well going down to some of the younger grades and i actually don't know on the outside community members we always welcome community members in there and so that would be
007part of any of the grants that we do as well as members to come in and participate but as dr i mentioned this is with our targeted school improvement grant and it's what we're using for professional development to teach our staff how to meet the diverse learner needs besides the accomplishments i'll get it right here okay thank you mary we have the cost of brenda found it it's 32 500 32 500. any questions in regard to that chuck and the entire cost of this is being paid out of this grant yes yes that's correct okay uh any further questions comments or anything and we have a motion for item 3.4 a motion from diana a second from chuck all in favor that would also be unanimous okay item 3.5 recommendation to review and approve the
008northern arizona council of government's lease agreement nacogog reviewed that dr right you want to explain what that is and what that means to us yes this is part of a head start program the board approved two years ago we've been having an ongoing program for that time i believe just recently this past 12 months the facilities have been updated to incorporate additional two classrooms and so i believe we have four in total and so this lease agreement the the consideration for the lease is in the equipment and the playground equipment and the remodel of the classroom facilities we don't charge them rent for that and we provide this service as a program for those children in our area that need additional supports so when they leave we keep those improvements yes sir okay uh if
009i recall when i read that lease um i thought it said there were five classrooms that they were using it could be i two or three we've added i i couldn't remember if we started with three or two so that makes sense believe it was five yeah okay then that would be that whole the left side that used to be the kindergarten program i believe in the multi-purpose building that is the old elementary school all right so any further questions or anything on 3.5 if not can we have a motion to vote emotion from chuck in a second all in favor that also passed item 3.6 6. item 3.6 recommendation to approve uh purchasing cooperatives these are you better to explain i'm not going to try to explain i'm going to i'm gonna let brenda
010explain these okay brenda this is just an annual housekeeping item this is a list of all the purchasing cooperative the district is using for fiscal year 2021 and this allows us to bypass going out for bids and things like that so i just want to come to the board and get it approved for the year what i thought any questions about chuck okay i have a motion emotion from chuck a second from diana all in favor that be unanimous thank you 3.6 3.7 a recommendation to review and approve the school facilities board in regard to fire alarm system yes sir this is at our elementary schools roughly 28 thousand dollars to bring the that facility the elementary school that houses k through six uh up to code and the s b needs the board's approval
011in order to provide that install do we have any costs or is the sfb gonna cover that completely this will cover it completely all right thank you motion chuck second diana all in favor that's also unanimous okay the second one is uh ssb board in regard to repairing the high school gym roof finally yes this is for that complete design for the replacement of that we've been working on it for two years and so now we finally got the approval to get the design and then likely we're talking you know early summer next year we don't want to start a project like that in the monsoon not to mention construction so we're hopeful that we can get a start on this perhaps late may 2020 so we won't have to shut down correct like shellow
012did and had to borrow people's channels off basketball season that's not the case all right so this this is not to repair this is just for the design this repair this is for the design to replace that roof and the old gym and the new gym are contiguous roofs that's where the argument has been our argument has been and has finally been accepted this is one roof we need the whole thing done okay chuckling this is just the design when they're talking about the design it's just the assessment of what it'll take to to complete that removal of the roof and the replacement just like it has it's just for the the the term they give for the design of the job we're not it's not going to change the architecture of that change okay
013we're not re we're not changing the superstructure of the no sir or the slow bringing you know material itself yes sir what is that roof shaped like is it a valley i mean does it go like this and that's where the problem is where the new gm and the old gem chuck do you remember i don't lauren knows a little about everything when it comes to construction i believe it's just so flat that there's pockets where it would just have snow and a nice melt and this ice build up so you can't really do much on the design so it's just replacing the decking and the paper on top well on a roof that's flat like that you always get ponding areas and that's the problem and they deteriorate because of the sun and the
014rain and so forth and the heat and the cold and so i can see why yeah that roof is not good it's tough and in the discussions that i've been involved in last couple years part of that our request was to create some slope within the design and so that might be part of it to check but we're not looking to do something completely different with it yeah okay all right so we have a motion to vote on a motion from chuck a second from dying all in favor 3.8 that also has passed okay this is item 3.9 and this has to do specifically with this time of year in emergency planning fire evacuation and reunification locations for children that are coming to school here dr wright you want to explain that yes sir unfortunately
015we're in a fire season and we're in a severe drought when you look at the map of the southwest every state in the southwest especially new mexico and arizona are in severe droughts and so there's fires active all over the state right now i think there's a numbering about six the largest of which nearest to us is globe miami so it is uh just one of those unsettling things that we're preparing in the event that we're in school in session right now we still have of the 325 a couple hundred kids between the high school and the junior high in session we're prepared if need be to re to evacuate the children and youth and take them to one of the five locations that we've that we've identified before i read these off do you
016have a question mr walter no okay the way that we arrived at these locations was to figure out where are gathering points that are that with which people are familiar and looking for a lack of timber so you think of snowflakes in the middle of flatlands they don't have a lot of timber it's they're not at the same risk that show low and pine top lake side or at fortuitously porter mountain is it has a barrier all around it it's on about a 60 acre 40 or 50 60 acre parcel to begin with it has 40 acres and it has no timber i think anywhere within a couple hundred yards it's a concrete structure if i'm correct and so that would be our number one choice is if we had to evacuate during school the
017building principal mr grace is going to coordinate with the other principles and facilities and i.t to say if we had roughly 1875 youth and children evacuated in september to my building where do they go how do we go about contacting parents what's that process look like our first iteration was summer school let's get prepared for summer school mr grace can create a path easily now for 225 kids building will it'll hold up to upwards of sixteen hundred to eighteen hundred people pretty easily if we use the gems cafeterias and others we could probably put twenty five hundred so that's a central point however if that's not available we're thinking about the direction of the fire the timing and the speed if we had to go east i think this is east right toward round valley
018eager springerville we can use their facility of a large facility there large parking lots same is true with snowflake and show low meadow mountain would be good as if it's at from the east far east direction and we just need a reunification point we would do this well in advance if we thought that there was any danger in the local area we would keep driving and we would go to round valley or snowflake or as far as we needed to go now a couple things we're working through we don't have enough buses to put everybody on at once that's a realization we need to coordinate through how many drivers we have how many staff members we have how many other vehicles could we use to evacuate kids our first line of defense is if we
019think there's any chance of a wildfire we wouldn't have school in session in person we would just do it online and i believe correct me if i'm wrong i know justin here but lauren is in touch with this as well i think we could have up to 40 to 50 percent of our instruction if you're going to do more than 50 you have to have state approval we wouldn't come any anywhere near that we might have less than one percent the entire year for you know god forbid that there's a big event here but the point is we're not going to wait until it's dangerous to remove our kids we have to have a plan ultimately if there's any case in any instance where we're on ready or set we would have to and it
020looks like our area would be threatened by wildfire we wouldn't have school in session at that time one comment the you're mentioning the threat of the fire but the other issue that we need to think about is a smoke because if there's true wind's blowing the right direction uh the smoke is probably going to be a problem long before the flames are yep and it just depends on the direction of the smoke mrs hoffmeyer was telling me hey if the smoke gets worse tomorrow we might let out early or nice absolutely so the principles have brought up those facts those are good those are good points of evaluation and you're right the smoke we're getting the smoke here is from that fire so you're right it'd be insufferable and that's coming from globally 90 miles
021away yes sir uh but if we have a fire closer it's the smoke is going to be much more dense true i have a question about uh notification how do we let people know where their kids are going to be and how they're going to be able to pick them up if they can yes what's the biggest nightmare i can see absolutely so where we landed is that we have presently text messages email social media on three different platforms the all calls very effective and uh just with those those four mediums we can we can reach i don't know ninety percent of our kids and so the other part of it with radio stations police department our sign and marquee signage that we'd have we'd notify the town so i'm pretty confident we know this
022if we can keep kids safe and takes parents a little bit to find them they'll be okay but we'd like to try to take the the angst out of it as much as we could and so these five locations are prominently posted because there's no danger in doing that and we'll say your child the message we'll read in all those areas is that blue ridge elementary school located on porter mountain road here's the address or there your your child or children are at round valley high school at 550 north butler street eager arizona and they'll remain there in the correspondence we have assured parents they are remain in our care and custody excuse me until such time a parent or guardian arrives and so at the next stage that we need to get at okay
023now our kids are here how do we divide them who's responsible for them how do we get the supervision there how do we assign teachers there's yet work to do okay do you need the board to approve what you've done so far so you can continue working or shall we table this until it's completed this is just uh for communication for the boarding community just a point of information so until we get a plan completely in place we don't need to act on it and mr keep it work up thank you and if there are if the board has any concerns now that you can think of let me know if you think of something during the week we haven't send us an email and we'll continue to keep this front and center until we
024get snow something uh that we had to deal with previously when the rodeo cheddar sky fire was here was uh the the fire workers themselves actually moved in to the school campus here and they this was their headquarters and then out towards the the school in porter mountain that's where they staged all their heavy equipment uh from there so we might be running conflict with them wanting to use this facility is that i remember driving by here and there must have been 100 tents out here and they were using this facility for hygiene and food i believe right so so yeah a lot of people were here so that's probably something else we might have to address and we are thank you that we were looking through and trying to understand the board's authority over
025use of our facilities where does it start and stop at the federal level um what authority does the board president and the board have when they're not in session i would imagine be the board president to make those determinations working with the superintendent so if there's action required then we would ask the the board to approve myself and brenda probably for authorization i want to make sure that i've been cautioned by surrounding superintendents be careful about signing agreements with any agency because you may end up incurring several hundred thousand dollars of damage and never be reimbursed or only partially reimbursed so our that's kind of my next question if if that happens can we have something in place that says you know you can use the facility but it's going to cost you so many
026dollars a day while you're here that's what we're exactly we're trying to learn is what are our rights and where do the rights start and stop and then what authority does the board have and the district have ultimately yes sir i recall that during the rodeo cheta sky fire when this was the base that they took heavy fire trucks out on our track yeah and they were parked and camped out there and they basically deteriorated uh they caused ripples and and defects in our track which we ultimately had to redo so there are expenses that we have been cautioned about just about that and the district had just signed an agreement with the red cross in that case a couple weeks prior we do not have an agreement and i'm trying to understand what the
027district's rights are so we could pro frankly protect taxpayer assets the other concern that i have is we've got these sites picked out but we may need to have um preparations in in uh place for food and water um that we can transport because if if we have to go yeah take it with us yeah if it's to our elementary school it's probably not a big problem but if we're going to round valley or someplace like that we may need to have a large supply of drinking water and food yes sir and fortunately all of the four of the five are school facilities that have their own they're either with southwest or have their own um i've visited with each of these superintendents and like us we would work with them and help out they
028would figure out the impact we would open up a purchase order and make sure that our kids were covered it's one of the nice things about living in a smaller area in rural areas we help each other out we've we've as soon as show low's office burned down before the fire's out brendan and i called and offered our facilities if they needed help and they didn't need it but i'm confident our associates would help us out and we would reimburse them appropriately well i just wanted to make sure that we had preparations yes sir please and they have they'll have uh it'll be supervised they have if we're in need of supervision and help i'm sure they would help just like we would and each of those facilities high schools are like little towns they
029have medical they have food in many cases security and they have transportation they have internal technology you have a little a little site there and that's one of the reasons for choosing high schools this meadow mountain would be a very short-term thing that we knew was just going to be short-term but nonetheless probably out of an abundance of precaution we decided to do it i think that's mountain meadow mountain meadows there you go mountain meadow park and that's on woodland road correct yeah yeah that would be quick all right if any other questions or comments about that no all right thank you uh 3.10 item 3.10 is a superintendent's report we'll just let you touch on those items in the agenda yes sir the uh mary ford has reached out again with our indian health
030services and brenda and i thought a good idea to have uh offer our boardroom again for ages 12 on up to get some uh coco shots and so they're willing to do that the first session will be on uh june mary helped me out 20 june 22nd and i think it'd be probably from 8 o'clock in the morning to three or four in the afternoon much like what we had last time they'll have a johnson johnson and i think it's modernizing maduro's the other one pfizer johnson johnson pfizer it'll be free and it's open 12 years and up anybody wants to come in maybe somebody's been waiting they're not sure they're welcome to come in free of charge we'll have a follow-up in july i believe we wanted to have another one there are we
031going to do a robocall to notify all the parents in our district yes sir we'll have a we'll head all of our points of communication to do the best we can to encourage parents to have children 12 and youth 12 and up vaccinated well and um we might also want to include uh new staff members in that as well anybody could be welcome anybody's welcome yes and we should to your point we'll make that clear that students adults anybody's welcome to come yeah okay the uh on summer school we had 325 kids approximately between first grade and 11th grade participate now that in the in the past we didn't have it elementary other than our head start and at the junior high i think we'd have a handful of kids needing to make credit credit
032recovery 20 to 30 at the high school maybe at a big year 40 to 50. 325 kids have had a jump start or elementary has concluded their summer session i believe courtney's done on miss up and down on thursday and the high school goes june 30. and so i i just wanted to commend the administration facilities and i.t for helping get this done they did it right after the school year is over they started virtually the next day so they haven't had a break those teachers haven't had a break we wish to express our appreciation for their hard work yes absolutely we've already talked about the the points of reunification and wildfire events i will add to that that our district office and campus leadership teams and leadership will be working on continuation of operations
033people still need to get paid we still have to have an accounting of a number of things that are going on on campus if we are asked to evacuate or if another federal agency assumes control of any of our facilities provided safe to do so we will leave behind a team to to monitor what's going on that's the other takeaway i got from fellow superintendents don't just evacuate your area leave 20 or 30 people there to watch out for things to monitor key control keeping doors locked and you know once that the group knows we're watching they tend to behave better they get people from all over the country some as young as 18 or 19 to help fight these fires and so we'll we have those plans we're we're talking about that and we're
034making sure that we have the capacity to keep the vital operation components going finance doesn't stop or hr functions it could be wide and varied if we suffered at something locally you know we'd have maybe health issues or health insurance issues one to make sure our employees are covered and understand what it is normally those happen in the worst transitions we might be trying to get contracts out who knows what it is but we're looking at those things that matter most that we need to make sure we're prepared for have we even involved a city in these plans so that the city government's available and cooperative or maybe assist in some way yes in the in the larger effort absolutely i spent the earlier in the spring i spent the day at the ready set
035go meeting they had it at the pinetop timber fire department and i was one of maybe 35 local leaders that was there we'll continue to participate in those efforts we'll communicate with the town i communicate with the town manager on mountain meadows park any asset they have they're willing to help us out and vice versa but we're we're trying to pretty much mirror whatever else the fire department recommends this is how you stage it this is how you evacuate and we're trying to think about the business components as well as the the physical safety what other aspects of the operations must move forward okay i i will add in the in this part megan made me think of it with their experience and with our exceptional students are our principals all of them know the
036kids that have exceptional needs will have a plan to make sure those children have the individual support they need to be properly transported supervised and taken care of during any such evacuation the last thing aboard is just the from the fab lab to robotics to our cte programs to our athletics and music setting covert aside another great year very proud of our young women and young men despite all that kids just keep going teachers keep teaching i.t guys and gals keep showing up and uh i also think that the it was just no small feat to deploy gather redeploy gather and redeploy it one more time and gather 2 000 computers and and and roughly 1200 hot spots there was just a lot of work and coordination between our it team who are our br
037superstars the principals lauren ryan was in a associate essentially a dean position working teacher on assignment worked tirelessly and of course courtney they worked very well together as a team with our other departments jb's not here our facilities teams were great transportation was great food service all of those things don't just happen that's a lot of teamwork uh professional people our finance brenda's team was recognized again with another award uh we have we things are well run we're we're very fortunate to have people that have the level of experience they do brad pico i was talking to a board member earlier has over 25 years experience writing grants and in that space nate has a lot of he worked at a school district with 70 000 kids we're very fortunate to find people like dave
038kelly that come and want to work here at blue ridge within our hiring practices with mary and the efforts that she's making and we're streamlining those processes i'm i'm just proud of the team's effort thank you any questions from the ward in regard to anything that's been discussed i think i can speak for the board and say i'm proud of what we have here at blue ridge and it humbles me to be a part of what this administration is doing and i think we have the best in the whole region when it comes to education facilities and activities and education that's the primary thing so thank you very much from the board i know dr wright will tear up on occasion trying to talk trying to talk through his emotions on how much he loves
039the people that work here and uh i appreciate that there very much so if there's nothing further we only need to announce that our next regularly scheduled board meeting will be july 13th in this location at 5 pm so if there's nothing further i have a motion to adjourn i have a motion from chuck i'll second it all in favor